Managing Software

Software information can also be tracked for PC or MAC assets in the Asset Management module. The specific software information can be added/maintained manually or by applying audit records returned by the automated discovery process (TrakPC/TrakMac).

The Software Purchases page is the starting point to manage software information in your site.


 

Software Purchases

This section allows you to review expenditures and licensing information for the software products you have purchased at a glance.

Software licenses and related license information may be manually assigned for each purchase record. Licensing information displayed in this area is based on manually assigned license information rather than software installation information detected by automated audit.


Adding a Software Purchase

Steps:

  1. Click the gear icon in the upper right > click Software Purchase beneath Asset Management.
  2. Click Add on the right context menu beneath Software Purchases.
  3. Fill in the appropriate fields.
  4. Click Save.

A confirmation message will appear when this process is complete.


Search for Software Purchase

Steps:

  1. Click the gear icon in the upper right > click Software Purchase beneath Asset Management.
  2. Click Search Purchases in the right context menu.
  3. Enter your search criteria.
  4. Click Search.

You will be taken to the Software Purchases Search Results page when this process is complete.


Editing a Software Purchase

Steps:

  1. Search for the Software Purchase.
  2. Click the Title of the Software Purchase you need to edit.
  3. Make the necessary changes.
  4. Click Update.

A confirmation message will appear when this process is complete and you will be taken back to the Software Purchases page.


Deleting a Software Purchase

Steps:

  1. Search for the Software Purchase.
  2. Click the Title of the Software Purchase you need to delete.
  3. Click Delete Purchase in the right context menu.
  4. Click OK in the confirmation prompt.

A confirmation message will appear when this process is complete and you will be taken back to the Software Purchases page.


Adding a Software License

Steps:

  1. Click the gear icon in the upper right > click Software Purchase beneath Asset Management.
  2. Click edit next to the Software Purchase the license should be attached to.
  3. Click License Information in the right context menu.
  4. Fill in the appropriate fields.
  5. Click Save.

A confirmation message will appear when this process is complete.


Search for Software License

Steps:

  1. Click the gear icon in the upper right > click Software Purchase beneath Asset Management.
  2. Click Search Licenses in the right context menu.
  3. Enter your search criteria.
  4. Click Search.

You will be taken to the Software Licenses Search Results page when this process is complete.


Editing a Software License

Steps:

  1. Search for the Software License.
  2. Click the License Key of the Software License you need to edit.
  3. Click edit next to the license key.
  4. Make the necessary changes.
  5. Click Update.

A confirmation message will appear when this process is complete.


Deleting a Software License

Steps:

  1. Search for the Software License.
  2. Click the License Key of the Software License you need to delete.
  3. Click del next to the license key.
  4. Click OK on the confirmation prompt.

A confirmation message will appear when this process is complete.


 

Approval Statuses

Approval Statuses can be used to designate the status of Software Purchases at any point in the process. You could use the Approval Status to track whether the initial purchase request has been approved or to designate whether approval is required before installing previously purchased software on a user's computer.

You can view the existing Approval Statuses by clicking the gear icon in the upper right > click Software Purchases beneath Asset Management > click List beneath Approval Statuses on the right context menu.


Adding Approval Statuses

Steps:

  1. Click the gear icon in the upper right > click Software Purchases beneath Asset Management.
  2. Click Add beneath Approval Statuses on the right context menu.
  3. Fill in the appropriate fields.
  4. Click Save.

A confirmation message will appear when this process is complete and you will be taken back to the Approval Status List page.


Editing an Approval Status

Steps:

  1. Click the gear icon in the upper right > click Software Purchases beneath Asset Management.
  2. Click List beneath Approval Statuses on the right context menu.
  3. Click edit next to the Approval Status you need to edit.
  4. Make the necessary changes.
  5. Click Update.

A confirmation message will appear when this process is complete and you will be taken back to the Approval Status List page.


Deleting an Approval Status

Steps:

  1. Click the gear icon in the upper right > click Software Purchases beneath Asset Management.
  2. Click List beneath Approval Statuses on the right context menu.
  3. Click del next to the Approval Status you need to delete.
  4. Click OK on the confirmation prompt.

A confirmation message will appear when this process is complete.


 

License Types

License Types can be used to specify how the software is licensed, whether it is individually licensed, volume licensed, freeware, etc...


Adding a License Type

Steps:

  1. Click the gear icon in the upper right > click Software Purchases beneath Asset Management.
  2. Click Add beneath License Types on the right context menu.
  3. Fill in the appropriate fields.
  4. Click Save.

A confirmation message will appear when this process is complete and you will be taken back to the License Type List page.


Editing a License Type

Steps:

  1. Click the gear icon in the upper right > click Software Purchases beneath Asset Management.
  2. Click List beneath License Types on the right context menu.
  3. Click edit next to the Approval Status you need to edit.
  4. Make the necessary changes.
  5. Click Update.

A confirmation message will appear when this process is complete and you will be taken back to the License Type List page.


Deleting a License Type

Steps:

  1. Click the gear icon in the upper right > click Software Purchases beneath Asset Management.
  2. Click List beneath License Types on the right context menu.
  3. Click del next to the License Type you need to delete.
  4. Click OK on the confirmation prompt.

A confirmation message will appear when this process is complete.


 

Software Companies

Adding a Software Company

Steps:

  1. Click the gear icon in the upper right > click Software Purchases beneath Asset Management.
  2. Click Add beneath Software Companies on the right context menu.
  3. Fill in the appropriate fields.
  4. Click Save.

A confirmation message will appear when this process is complete and you will be taken back to the Software Companies page.


Editing a Software Company

Steps:

  1. Click the gear icon in the upper right > click Software Purchases beneath Asset Management.
  2. Click List beneath Software Companies on the right context menu.
  3. Click edit next to the Software Company you need to edit.
  4. Make the necessary changes.
  5. Click Update.

A confirmation message will appear when this process is complete and you will be taken back to the Software Companies page.


Deleting a Software Company

Steps:

  1. Click the gear icon in the upper right > click Software Purchases beneath Asset Management.
  2. Click List beneath Software Companies on the right context menu.
  3. Click del next to the Software Company you need to delete.
  4. Click OK on the confirmation prompt.

A confirmation message will appear when this process is complete.


 

Software Registries

Software Registries can be used to track details of the individual software packages installed on a PC or Mac. They are typically added via the automated audits (TrakPC, TrakMac, or ScanPC), but they can be added manually if needed. Once they have been added, they can be used to create Software Titles or they can be linked to existing Software Titles.

If you are using the automated audit tools, a Software Registry will be automatically added for any new software found. The Software Registry Name will be the exact name reported by the computer.

For example:

7-Zip 18.05 (x64)

7-Zip 19.00 (x64)


Manually Adding Software Registries

Steps:

  1. Click the gear icon in the upper right > click Software Purchases beneath Asset Management.
  2. Click Add beneath Software Registries on the right context menu.
  3. Fill in the appropriate fields.
  4. Click Save.

A confirmation message will appear when this process is complete and you will be taken back to the Software Registry Names page.


Editing a Software Registry

Steps:

  1. Click the gear icon in the upper right > click Software Purchases beneath Asset Management.
  2. Click List beneath Software Registries on the right context menu.
  3. Click edit next to the Software Registry you need to edit.
  4. Make the necessary changes.
  5. Click Update.

A confirmation message will appear when this process is complete and you will be taken back to the Software Registry Names page.

If you are using the automated audit tools and you change the Registry Name for a Software Registry, a new Software Registry will be created the next time an audit is applied if the name no longer matches what the audit gathers.


Deleting a Software Registry

Steps:

  1. Click the gear icon in the upper right > click Software Purchases beneath Asset Management.
  2. Click List beneath Software Registries on the right context menu.
  3. Click del next to the Software Registry you need to delete.
  4. Click OK on the confirmation prompt.

A confirmation message will appear when this process is complete.


Linking Software Registries to Software Titles

Steps:

  1. Click the gear icon in the upper right > click Software Purchases beneath Asset Management.
  2. Click Link Titles beneath Software Registries on the right context menu.
    • This will take you to a screen that will show you which registry items do not have software titles. You can use the Show only Registry Names like: field to narrow the list if needed.
  3. Check the boxes for the Registry Names you need to link to the Software Title.
  4. Scroll down to the Software Titles section at the bottom of the page.
  5. Click on the Software Title that you are linking the Software Registries to.
  6. Click Update.

A confirmation message will appear when this process is complete.


Create Software Titles from existing Software Registries

You can use existing Software Registries to create Software Titles. The steps below will create the new Software Title and link the Software Registry to that new Software Title.

Steps:

  1. Click the gear icon in the upper right > click Software Purchases beneath Asset Management.
  2. Click Copy to Titles beneath Software Registries on the right context menu.
    • This will take you to a screen that will show you which registry items do not have software titles. You can use the Show only Registry Names like: field to narrow the list if needed.
  3. Check the boxes for the Registry Names you need to create Software Titles for.
  4. Click Copy Records.

A confirmation message will appear when this process is complete.


 

Software Titles

The Software Titles table is the main reference table listing each Software Title along with Software Company and support information. This information is stored for reference and ease of data entry. You can link Software Registries to Software Titles to allow for easier tracking when different versions of software are installed on your network.

For example, you could link both of the below items to a single Software Title named "7-Zip":

7-Zip 18.05 (x64)

7-Zip 19.00 (x64)


Adding a Software Title

Software Titles can be created manually or by copying an existing Software Registry.

Manual Steps:

  1. Click the gear icon in the upper right > click Software Purchases beneath Asset Management.
  2. Click Add beneath Software Title on the right context menu.
  3. Fill in the appropriate fields.
  4. Click Save.

A confirmation message will appear when this process is complete and you will be taken back to the Software List page.


Editing a Software Title

Steps:

  1. Click the gear icon in the upper right > click Software Purchases beneath Asset Management.
  2. Click List beneath Software Titles on the right context menu.
  3. Click edit next to the Software Title you need to edit.
  4. Make the necessary changes.
  5. Click Update.

A confirmation message will appear when this process is complete and you will be taken back to the Software List page.


Deleting a Software Title

Steps:

  1. Click the gear icon in the upper right > click Software Purchases beneath Asset Management.
  2. Click List beneath Software Titles on the right context menu.
  3. Click del next to the Software Title you need to delete.
  4. Click OK on the confirmation prompt.

A confirmation message will appear when this process is complete.


 

Maintaining Software Information

Steps:

To add or edit software information for a particular asset item:

  1. Search for the asset using the steps in Managing Assets.
  2. On the View Asset page click Edit on the right context menu.
  3. To add software to an asset record, click the Add Software link above the Software section.
    • If there are no Software entries for this asset, it is located above the Purchase/Lease Information section.
  4. To edit or delete existing software on the asset record, click the appropriate link (edit or del) to the right of the software record.

Asset software records allow you to record a specific serial number or key for reference if desired. Edit the software record to add or modify this number.